Overview:

This screen is the entry point to viewing AP Invoices by batch (as opposed to viewing freely in AP Invoice Enquiry) and creating new batches. You can create an unlimited number of batches, but it is recommended to organise your batches based on how often you export to your financial software. Once inside an open batch, you can add New AP Invoices to it.

When using the Control Parameter "AP Invoice Auto System Batch", you will generally need to create one batch for each period, then when an invoice is approved, the system will automatically move the invoice into an auto-generated batch that can be exported at any time.

Screen Guide:

Open

• + New Batch will pop up the new batch dialogue:

  • Open

    

  • Batch Date - This user-defined date determines what period the batch is created in, and subsequently which invoice dates can be entered under it.

  • Reference - This field is user defined unless it is automatically created by the system. Use a naming convention makes sense for your financial setup or exporting frequency.

  • Financial Company - Ensure that the correct Financial Company is selected for the batch. Multiple financial companies maintain a separate list of suppliers, so take care when deciding the company for each batch.

  • Location - This is determined by the user's Location set in their User profile.

  • Batch Notes - These are optional and generally not necessary for every day operation. This field is useful for communicating across an accounts team or to note the purpose of this particular batch.

• Batch No - This is an automatic system-generated number. Settings can be modified to give different Locations a separate prefix. Clicking on this field will open the AP Invoices - Batch Details screen.

• Date/Period - This is the date and financial period of the batch, not the invoice(s) contained inside. Invoices in the batch should be in the same period of the batch, which can be enforced in Control Parameters under "Check AP Invoice Date".

• Reference - This field is user defined unless it is automatically created by the system.

• Status

  • Open - This batch is available for adding additional documents. For automatic batching, the first open batch for the month will be used.

  • Closed - This batch is locked and additional documents cannot be added unless it is reopened.

  • Exported - This batch has been exported to the financial software and can no longer be used in order to maintain financial integrity.

  • Not For Export - This will prevent the batch from being exported, and should be used in situations where the batch is empty and will not be used, or for advanced batch control situations.

Next Steps:

Once you've created a batch for the period you wish to enter AP Invoices for, click on that batch's Batch No to enter the AP Invoices - Batch Details screen.

At the end of the Period, proceed to Export Control to export batches to your financial system.

To enable Profit Centre Security on AP Invoices to only allow users to open AP invoices for jobs they have access to through their Profit Centre Groups, use control paramater 'AP Invoice List uses Profit Centre Groups''.